BIP0008

The digital storage of documents and information can produce great benefits to an organisation but without the correct control and audit logs in place this information can in some cases, be useless if it needs to be relied upon in court.

For example, if a VAT discrepancy were to arise, could you be sure that HM Customs & Excise would accept scanned documentation as evidence?

The Civil Evidence Act 1995 is perhaps the most relevant point of law on this matter and it attaches greater weight of evidence to electronic copies of documents so long as their integrity can be proved.

BS BIP0008 is the most relevant best industry practice relating to electronic document integrity and one of the key factors in implementing it successfully within an organisation is being able to show 'who did what and when' to a document. FileStore's BS BIP0008 compliance module, in conjunction with the correct company policies, can deliver this quickly, easily and at low cost.

Some examples of applications which would benefit include:

  • Financial records
  • Personnel records
  • Medical records
  • Contract documents
  • Public records

All of these documents may at some time be subject to legal discovery and court action so it makes sense to provide protection and minimise company and shareholder risk.

DCS also offer consultancy services to help companies develop their own procedures with a view to compliance with BS BIP0008 and we can also carry out external independent audits, once the procedures are in place, to certify compliance.

DCS also produce a matching records management module which aids compliance with ISO15489. This is generally implemented in conjunction with the BS BIP0008 module. Information on this is covered in a separate brochure.

Benefits

  • Lower business risk
  • Better business compliance with 'best practice' processes
  • Fast and easy compliance with BS BIP0008
  • Full audit log of all document creation, editing and access
  • Easier compliance with industry legislation
  • Peace of mind!

Contact DCS on 01753 616720 for further information. 

Business solutions

Business Process Management Document Management HR Solutions Business Compliance Fax Business Outsource  business scanning software Document Scanning

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£150k admin cost savings

"We have estimated that in the first year alone DCS's FileStore HR solution has saved us over £150,000 in administration costs alone."

Value exceeds cost

"The cost of implementing this has been minimal compared to the value it provides."

Document captureKofax Capture
Capture the usable data from bills of landing, proof of delivery, goods received notes, invoices or credit notes for immediate access on your systems.

Filestore EDMFileStore EDM
Centrally store all documents - BOL, POD, GRN, sales, purchasing or vehicle documents and retrieve them in seconds with secure, browser-based access from any location.

FileStore BPMFileStore BPM
Automate back office operations like HR, accounts payable and order tracking processes by simply defining the workflow in a visio based tool and monitoring progress through dashboards.

 document managementDocument management
Centrally manage all sales, purchasing documents, proof of delivery and shipment orders with secure shared access for regional or international offices.

invoice managementInvoice management
Manage large volume of invoices and payments online by matching or reconciliation of invoice information with purchase orders, good received or proof of delivery notes. 

sales processingSales order processing
Speed up your order processing function, track orders more effectively and deliver more responsive customer service.

business automationBusiness Process Automation
Automate routing of enquiries, sales order and other documents through monitored workflows with easy integration into ERP, CRM and line of business systems.

case managementCase management
Securely record all transactions and communications with each client, partner or customer in quickly accessed case files allowing you to resolve day-to-day issues with minimum delay.

complianceGovernance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal and compliance regulations could cost you a lot in storage space and manual effort required in retrieving information.

Contact DCS

Find out more about DCS solutions and services

For more information about DCS and our information management solutions and services please call us on 01753 616720 or complete our contact form for a fast, tailored response.

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Data Capture Solutions LTD, 345 Edinburgh Avenue, Slough, Berkshire, SL1 4TU. UK
Tel: 01753 616720 | Fax: 01753 616721
Company Registration No: 03186665. VAT 62757610